As a manager, you know how important it is to handle expense claims efficiently and accurately. TriFact365 is a powerful tool that streamlines the approval process, saves time and provides overview. But as a manager, how do you get the most out of this tool? In this blog, I share some practical tips to approve expense claims smoothly and effectively with TriFact365.
1. Set clear guidelines for declarations
Communicate clear claim rules to your team, such as what type of expenses are accepted and what documents are required (such as receipts or invoices). This ensures claims are submitted correctly and prevents you from wasting time on incomplete claims.
Tip: Add a checklist to TriFact365’s claims portal so employees can easily check whether their claim is complete.
2. Make use of prioritisation and notifications
TriFact365 offers a notification function that lets you receive reminders for outstanding approvals. By setting up these notifications, you avoid delays in the process. Prioritise claims based on urgency, e.g. for monthly budgeting.
Tip: Schedule set times in your calendar to approve claims. This prevents them from piling up and keeps the workflow running smoothly.
3. Check smart insights and reports
TriFact365 lets you analyse claims data, such as spending by department or employee. Use these insights to spot trends and proactively manage budgets.
Tip: Check reports regularly to quickly spot unusual or recurring errors in declarations.
4. Make use of mobile approval
As a manager, you are often on the move. TriFact365’s mobile functionality allows you to approve claims from your smartphone or tablet. This ensures flexibility and avoids delays even when you are away from the office.
Tip: Set up a test account to explore the mobile interface so you know exactly how to process claims on the go.
5. Cooperation with the finance department
Although TriFact365 takes a lot of work off your hands, good communication with your finance department remains essential. Make sure they have access to relevant data in the system and are aware of your approval preferences.
Tip: Regularly organise short reviews with the finance department to further optimise processes.
6. Keep your team’s user experience in mind
A tool is only as effective as the people working with it. Make sure your team understands how to use TriFact365 and give them the support they need. Consider webinars or short tutorials to familiarise them with the system.
Tip: Ask for feedback from your team on their experience of submitting claims. This can provide valuable insights to further improve the process.
TriFact365 can help managers approve claims quickly and error-free, provided you make the most of its capabilities. By using smart notifications, defined roles and mobile functionality, you can not only save time, but also contribute to a clear and efficient claims process.
